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Last Updated: 19-Jun-2009

Information Technology Services: Voice Mail Reference

Recording Greetings

Callers to your mailbox may hear one of two greetings: an external greeting for callers outside of MSU-Northern, or an internal greeting for MSU-Northern callers. If you record only an external greeting, then this greeting will be played to both internal and external callers.

Enter the appropriate number for the greeting you want to delete, followed by . "(Internal/External) greeting deleted."

If your internal greeting has been deleted, your external greeting is played to all callers. If you have no external greeting, the standard greeting is played.

Personal Greeting Suggestions

It is much easier to read a greeting than to ad lib one, so before you begin, write down the exact greeting you want to record

Keep the greeting reasonably short. Callers tend to be irritated by lengthy ones, particularly when they hear them more than once.

You may want to mention that instead of leaving a message, the caller can be press zero in order to receive personal attention.

You can inform frequent callers that they can press 5 to override greetings and go immediately to recording a message.

When you will be away from your office for any length of time, your callers would probably appreciate a specially recorded greeting telling them when you will be back, or if you will call in from time to time to listen to your messages.

Example Greetings:

"Hello, this is __________. I'm unavailable to take you call right now. If you would like personal assistance press zero now, or you may leave a message after the tone. Thank you."

"Hello, ___________ speaking. You have reached my voice mailbox. If you would like personal assistance press zero now, or you may leave me a message after the tone. Thank you."

"Hello, this is _______________________. Today is ____________ and I will be out of the office this morning. If you would like to leave a message, I will return your call this afternoon. Should you require immediate assistance, please dial zero."

Example Extended Absence Greeting:

"Hello, ___________ speaking. I will be away from my desk from May 2nd until May 15th however I will be checking my messages twice daily. If you would prefer personal assistance press zero or leave me a message after the tone. Thank you."